BTECH Minutes - 4/6/05

[Judith Weeks <jweeks@library.berkeley.edu>]

Berkeley Technical Services
Discussion Group Meeting 
Wednesday, April 6, 2005 
9:00am to 11:00am 
303 Doe Library


Agenda

1. Announcements

R. Green announced that Florence
Mayberry
is now working in the
Documents Unit.  Her presence in Documents will provide more
staffing depth to help keep up with document processing.  If you
have any issues or questions regarding document titles please contact
Flo.  If she doesn't know the answer she will try to find the answer
or forward your question to the appropriate person.

2. BFS upgrade / R. Green

The campus is upgrading BFS.  They will be going from PeopleSoft
7.02, a client-server based software to PeopleSoft 8.8, a web based
system that you can access with a browser. To accomplish this, they need
to convert the BFS database twice ­ once from 7.02 to 7.5 and then from
7.5 to 8.8.  Unfortunately, this process is time-intensive and it
will be necessary for BFS to be unavailable while these conversions are
run. Currently they are looking at taking BFS down at the end of the
business day on Thursday, September 7 and making it available in the
upgraded environment Monday, September 26. The upgrade process of the
data base will begin after August's month-close processing is
complete.

What this means for us is that no invoice payments to vendors can be made
during this time, all payments will be shut off.  Please make sure
all of your invoices are in before this so that they can be paid for
before the down time in September.  Rebecca will remind everyone
again before this happens when the time is closer to September.  She
just wanted to let people know in advance that this will be happening to
prepare everyone.

3. Closure of Library Book Store / F. Carothers

The Library Bookstore currently in Doe will be closing in June.  The
reason for the closure is so that the Systems Office can use that space
to compensate for storage lost in the reconfiguration of the Doe
Core. 
Frank is working with a
task force to come up with a plan to find a new location or solution to
the problem.  The bookstore helps the library dispose of
approximately 30,000 volumes a year so the closure has greater
implications for all the libraries on campus. Until an alternate location
or an alternate procedure for the disposal of unneeded books has been
established, it may be occasionally be necessary for Frank to limit the
amount of gift and withdrawn material sent to Gifts and Exchange. 
Frank will send out an announcement to all libraries if this happens.

One potential consequence of not having a bookstore could mean that
libraries would no longer be able to accept book donations from donors if
they were not going to add them to their own collection.  If the
bookstore is closed then the different units will have nowhere to send
unwanted donations.  Frank is hoping that a good solution will
resolve the problem of how to dispose of withdrawals and unneeded gifts
in a constructive manner.

He will keep us all
posted as details unfold.


4. Technical Processing questions / Open Discussion

Question: What are the procedures for questions regarding problematic
potential serial title changes where you are just not sure if it
constitutes an SEC and who to contact for further instruction?

-Answer: If you have a clear-cut serial title change, submit it following
established procedures in the BPM.  See the sections listed under
http://www.lib.berkeley.edu/Staff/BPM/8btoc.html
for more detailed information on procedures.  If it is a situation
where it is unclear if it is an actual title or author change, you can
send and email to the sermaint email account with your questions. 
Someone will get back to you as to if it constitutes a change requiring
submission following established procedures.


Question: Who is responsible for the maintenance of the Innopac check-in
record for minor corrections such as frequency change, vendor address
correction, publisher change etc?

-Answer: It is ultimately the owning unit's responsibility to maintain
the accuracy of the check-in record and check-in card.  If the
frequency of the journal changes you can correct it in the fixed length
fields, see BPM section
http://www.lib.berkeley.edu/Staff/BPM/checkin_patterns.html
for more information.  You may want to also let Serials Cataloging
know of the changes by sending an email to the sermaint email account for
appropriate Gladis updates.

If the vendor address changes for gift titles you may correct it
following proper formatting procedures.  Helpful sections in the BPM
include
http://www.lib.berkeley.edu/Staff/BPM/10a.html
,
http://www.lib.berkeley.edu/Staff/BPM/10b.html
,
http://www.lib.berkeley.edu/Staff/BPM/10c.html
.  Make sure to let CCS know if the gift vendor address changes,
they can update the address in the order record.  Send an email to
the serpay email account with the formatted corrected vendor
address.

In general, each unit should be maintaining the accuracy of their own
check-in records and check-in cards.  If the title is RLOC=S you may
add local notes in the check-in record if needed for local special
instructions or information about the title not reflected in the fixed
length fields.  Certain types of corrections such as frequency
changes, size changes, ISSN changes may also need to be forwarded to the
sermaint email account for appropriate updates to the Gladis record if
needed.